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Letter inviting employee to attend first formal meeting about their performance
What’s a letter inviting an employee to attend the first formal meeting about their performance and when should you use it?
This is the first letter in your formal performance improvement proceedings.
It forms part of our suite of performance improvement letters.
If your concerns about an employee’s performance are relatively minor, it may be more effective to deal with them informally in the first instance.
You may be able to resolve matters there and then, without having to resort to your formal disciplinary procedure.
Once you have held the meeting with the employee, you’ll follow this up, if you need to, with a first performance improvement warning notice, in letter format.
This formalises what you agreed in the meeting and makes clear what are the employee’s actions, targets and time frames to achieve the desired level of improvement.
You should only use this suite of materials in relation to employees.
If you were to apply your performance improvement proceedings, to someone who is not an employee, or to treat them in an equivalent manner, this could lead inadvertently to an employment tribunal concluding that that individual does in fact have employment status – including the enhanced rights attaching to such status.
It would be better to seek specific advice on how to handle anyone whose behaviour is a problem, but who is not an employee.
What else might you need?
Your starting point for handling any concerns with an employee’s performance should be consulting your performance improvement policy, which will set out, step by step, the process that you will generally follow, as well as what your employee can expect and what they will need to do to comply with the process.
The terms of the employee’s contract with you will also be relevant.
We have a suite of letters which take you through the performance process step by step and you can find these templates in our HR hub
You should also check out our step by step guide to handling employee performance issues
After the first formal meeting you should issue a first written warning letter to the employee.
This letter should remain on their personnel file for up to 12 months.
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